Release Notes Medtech32 · 2016-07-15 · Also less common will be multiple Income Providers who share a Medtech Evolution system with no main organisation. ACC will provide separate

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EMPOWERING HEALTH

Release Notes

Medtech32

ACC eSchedule

(July 2016)

These release notes contain important information for Medtech32 users involved with ACC

claiming. Please ensure that they are circulated amongst all relevant staff. We suggest that

they are filed safely for future reference.


EMPOWERING HEALTH

Table of Contents

ACC eSchedule 3

ACC eSchedule Setup 4

INTRODUCTION 4

SET UP AN ACC FUNDED ORGANISATION AT LOCATION LEVEL 5

SET UP AN ACC FUNDED ORGANISATION AT STAFF LEVEL 6

SET UP ASSOCIATION OF DIGITAL CERTIFICATES WITH ACC VENDOR ID 7

Set up Contracts for ACC Services 9

INTRODUCTION 9

SET UP NON-REGULATORY CONTRACTS FOR ACC SERVICES 9

SET UP ASSOCIATION OF REGULATORY CONTRACTS 10

AUTOMATED SET UP OF ACC ACCOUNT FOR A ACC VENDOR ID 13

Invoice Generation 15

ANNOTATION OF ACC32 NUMBER DURING INVOICING 15

Claims Finalisation 16

CLAIMS GROUPED BY ACC VENDOR ID AND CONTRACT NUMBER 16

A/C HOLDER ACCOUNT SCREEN CHANGES 16

VIEW CLAIM SCREEN CHANGES 17

ACC eSchedule Claims Upload 18

SENDING ACC CLAIMS TO ACC 18

ACC eSchedule Claims Upload Status 20

DISPLAY OF STATUS OF CLAIMS SENT TO ACC 20

Account Reconciliation Process 22

AUTOMATED ALLOCATION OF PAYMENTS VIA NEW PAYMENT SCREEN 22

NEW ACC CLAIMS SPECIFIC TRANSFER REPORT 23


EMPOWERING HEALTH

ACC eSchedule

In conjunction with the Accident Compensation Corporation (ACC), Medtech is pleased to

release a new ACC claiming solution known as ACC eSchedule. This new feature provides a

more flexible solution for submitting ACC ‘invoice’ claims, allowing multiple payees and

contracts to be differentiated within a healthcare facility with the aim to streamline funding.

ACC eSchedule is expected to improve the ACC funding experience:

Easier management of ACC claims

Reduction in costs of manual processing

Direct payments to contracted service providers

Quicker payment of ACC claims

Direct transfer of eSchedule claims to ACC

Saving time reconciling payments –- receive real time Remittance Advice from

ACC’s eBusiness Gateway

ACC will assist your Medtech32 System Administrator to set up ACC eSchedule in accordance

with your current ACC contracts.

Various new features have been added to Medtech32 to support ACC eSchedule, which are

detailed within these release notes.


EMPOWERING HEALTH

ACC eSchedule Setup

Introduction

Depending on your contracted arrangements with ACC, an ACC Vendor ID (supplied by

ACC) will need to be set up within Medtech32 at either a Location or Service Provider level (or

both) to identify the payee for the ACC services performed.

This will allow independent Service Providers to be identified for direct payments from ACC.

There are three potential setup models, which are detailed below:

1. The most common model is a healthcare facility that has only one organisation for all ACC

services performed by all staff. If the organisation has multiple locations, then all locations

will be provided with the same ACC Vendor ID. However, each location could also be a

separate organisation from an ACC funding perspective where different ACC Vendor IDs

will be allocated for each separate location.

2. Less common is a healthcare facility that has a main organisation and other organisations

(Income Providers) within the healthcare facility that perform ACC services. ACC will

provide an ACC Vendor ID for the main organisation and separate ACC Vendor IDs for

the Staff (Income Provider) who act as a separate organisation with respect to ACC

funding.

3. Also less common will be multiple Income Providers who share a Medtech Evolution system

with no main organisation. ACC will provide separate ACC Vendor IDs for the Staff (Income

Providers) who act as a separate organisation with respect to ACC funding and there will

be no ACC Vendor ID at the Location level.

Important Note: Before activating the eSchedule setup, you must finalise all ACC claims first.

Please refer to the eSchedule Installation Instructions for further details.


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Set up an ACC Funded Organisation at Location level

Setup ► Location ► Location Settings ► Codes & Defaults tab

The new ACC Vendor ID field under the Codes & Defaults tab in the Location Settings window

is used to identify the organisation at a Location level.

Two icons have been added – & – next to the ACC Vendor ID to associate the Digital

Certificate and Non-Regulatory Contract Numbers with the ACC Vendor ID as shown below:

The icon is used to associate the Digital Certificate to the ACC Vendor ID provided for the

location.

Whereas the icon is used to set up Non-Regulatory Contract Numbers for ACC Services

and associate the numbers with the ACC Vendor ID provided for the location.

The Digital Certificates and Contract Numbers will also be provided by ACC.

The ACC Facility No field has also been introduced to help ACC to distinguish individual

practice locations if the healthcare facility has multiple locations. The ACC Facility No will be

provided by ACC.

For healthcare organisations with multiple locations, the ACC Vendor ID must be entered

under each Location Setup.

If an ACC Vendor ID is entered then you must also link a Digital Certificate before you can

save the changes. Trying to save changes without associating the Digital Certificate will display

an Information message prompt:


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Important Note: Following the initial setup of eSchedule, if the ACC Vendor ID must be modified

or deleted in the Location Setup or Staff Setup screens, you must finalise all claims first. Should

this occur a reminder prompt is displayed:

Set up an ACC Funded Organisation at Staff Level

Setup ► Staff ► Members ► Provider tab

The ACC Vendor ID field under the Staff Setup Provider tab will be used to enter the Income

Provider-specific ACC Vendor ID (staff acting as their own organisation), which will be supplied

by ACC.

As with the Location setup, two icons – and – have been added next to the ACC

Vendor ID field (as shown below) to associate the Digital Certificate and Non-Regulatory

Contract Numbers with the ACC Vendor ID.

The icon is used to associate the Digital Certificate to the ACC Vendor ID provided for the

staff member.

Whereas the icon is used to setup Non-Regulatory Contract Numbers for ACC Services

and associate it with the ACC Vendor ID provided for the staff member.

The Digital Certificates and Contract Numbers will also be provided by ACC.


EMPOWERING HEALTH

If an ACC Vendor ID is entered then you must also link a Digital Certificate before you can

save the changes. Trying to save changes without associating the Digital Certificate will display

an Information message prompt:

The ACC No field has also been renamed as the ACC Provider No to help in differentiating

different ACC IDs that will be sent as part of ACC Claim files once ACC eSchedule functionality

is activated.

Important Note: If a staff member is assigned an ACC Vendor ID, then this will take precedence

over the ACC Vendor ID at the Location level for all ACC services performed by the staff

member when the ACC claim is being generated during invoicing.

Set up Association of Digital Certificates with ACC Vendor ID



To allow claims to be sent directly to ACC, a Digital Certificate must be assigned to each ACC

Vendor ID.

The Digital Certificates and associated Pass Phrase will be provided by HealthLink.

The Digital Certificates can be associated with the ACC Vendor ID at the Location and Staff

(Provider) Setup screens by clicking the icon.

This will open a pop up screen where you can browse and select the associated Digital

Certificate to be used for ACC eSchedule and add the Pass Phrase for the certificate.

The ‘Associate Digital Certificate’ icon is only enabled if the ACC Vendor ID is not blank.

Once completed, select ‘OK’ to save the changes.


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Important Note: A Digital Certificate must exist for each unique ACC Vendor ID entered into

Medtech32. If you have multiple locations all with the same ACC Vendor ID, the Digital

Certificate will be automatically associated with each common ACC Vendor ID.

Prior to an ACC Digital Certificate expiring, you will receive an email from ACC’s Registration

Authority (RA) to confirm the renewal. Once you have replied to the RA email, you will then

receive your new Digital Certificate, which must be loaded within Medtech32 as described

above.


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Set up Contracts for ACC Services

Introduction

There are two types of ACC contracts:

1. Regulatory Contract or Generic Contract

2. Non-Regulatory Contract or Healthwise Contract

Regulatory Contracts – These contracts are the generic prices ACC will pay for ACC services.

In this instance, there is no formal agreement between ACC and the organisation and these

are typically referred to as ‘non-contracted’ ACC services.

Each Regulatory Contract has a contract number based on the staff role. For example:

Contract Number 80 is for GP services

Contract Number 56 is for Nurse services

Contract Number 81/43 is for Physiotherapy services

Non-Regulatory Contracts – These are legal contracts between ACC and an organisation

providing ACC services at defined rates.

Set up Non-Regulatory Contracts for ACC Services



Non-Regulatory Contracts can be set up by clicking the icon available next to ACC

Vendor ID fields within the Staff and Location Setup screens. The ACC Vendor ID must be

entered for this icon to be enabled. ACC will be aware of what Non-Regulatory Contracts exist

and require setup.

The Contract Setup screen will display all ACC Services and the respective Non-Regulatory

Contract numbers must be manually entered against each relevant service.

If the service code does not exist in Medtech32, it needs to be set up first with its subsidy rate,

prior to entry of the contract number beside the service code.


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Set up Association of Regulatory Contracts


Module ► Accounts ► New Invoice

The Regulatory Contract numbers are derived based on the Income Provider who is invoicing

for ACC services.

The ACC Provider Code available under Setup ► Staff ► Provider tab will be used for

associating Regulatory Contract numbers for each Income Provider who will claim for ACC

Services.


EMPOWERING HEALTH

To send the correct Regulatory Contract number for each provider type invoicing for ACC

services, this field must have the correct ACC Provider Code.

The ACC Provider Code list has been updated based on the latest list provided by ACC.

The latest ACC Provider Code list is given below:

Provider Type Contract Number Comments

Acupuncturist 79/45 Changed Code

Anaesthetist 13 Existing Code

Audiologist 87 Existing Code

Cardiothoracic Surgeon 30 Existing Code

Chiropractor 86/46 Changed Code

Community Medicine 18 New Code

Counselling - Other 76 New Code

Counselling - Sexual Abuse 90 Existing Code

Dentist 82 Existing Code

Dermatologist 14 Existing Code

General Medicine 5 Existing Code

General Practitioner 80 Existing Code

General Surgeon 31 Existing Code


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Provider Type Contract Number Comments

Neurosurgeon 32 Existing Code

Nurse 56 Existing Code

Nurse Practitioner 56A New Code

Obstetrician & Gynaecologist 23 Existing Code

Occupational Therapist 77/48 New Code

Ophthalmologist 24 Existing Code

Optometrists 53 Existing Code

Orthopaedic Surgeon 25 Existing Code

Osteopaths 78/44 Changed Code

Other Specialists 1 New Code

Otolaryngologist 26 Existing Code

Paediatric Surgeon 33 Existing Code

Paediatrician 27 Existing Code

Pathologist 16 Existing Code

Physiotherapist 81/43 Changed Code

Plastic Surgeon 34 Existing Code

Podiatrist 85/49 Changed Code

Psychiatrist 17 Existing Code

Radiologist 20 Existing Code

Radiotherapist 28 Existing Code

Speech Therapist 92/42 Changed Code

Urologist 35 Existing Code

Venereologist 29 Existing Code


EMPOWERING HEALTH

The following Provider Codes have been removed from Medtech32:

Provider Type Contract Number

Dental Specialist 37

Dental Technicians 50

Laboratory 54

District Nurse 57

Hospital 83

Psychologist 93

Psychotherapist 94

ACC has indicated these codes are not in use; however, if any staff have been assigned

these codes they must be updated to the correct codes by the practice administrator.

Important Note: When an ACC claim is generated precedence is taken for Non-Regulatory

Contract numbers. If these do not exist for the service performed, the Regulatory Contract

number is obtained from the ACC Provider Code of the Income Provider invoicing for the

service. Therefore, it is imperative that relevant staff are associated to the correct ACC

Provider Code.

Automated Set up of ACC Account for a ACC Vendor ID

Setup ► Staff ► View Staff ► Accounts tab

An ACC account is created automatically for each ACC Vendor ID entered in Medtech32 (at

Location and Staff level). If the ACC Vendor ID is entered under Location Setup, then the ACC

account created will be associated with all staff under the Location.

If the Location has five staff members who can claim for ACC services, then the ACC account

will be automatically added into the Staff Setup screen under the Accounts tab for all five staff

members.


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If one of the staff members has their own ACC Vendor ID, then the ACC account will be

created for that ACC Vendor ID and this will be automatically added under the Staff Setup

Accounts tab only for that staff member. The rest of the staff will have the ACC account for

the ACC Vendor ID available under Location Setup screen.

The ACC account created automatically for each staff under the Staff Setup will be an un-

editable field and will be greyed out. This is to ensure that these accounts are not replaced or

removed manually.

The ACC account created for the specific ACC Vendor ID is used to group all ACC claims

under each ACC Vendor ID.

The ACC account that has been created automatically can be searched in the Search

Patient screen and the correct ACC account can be selected to view the details. This will

enable viewing of all claim details grouped under that ACC account via the A/C Holder

Account screen.


EMPOWERING HEALTH

Invoice Generation

Annotation of ACC32 Number during Invoicing

Module ► Accounts ► New Invoice ► Invoice Annotation pop up screen

The ‘Invoice Annotation’ pop up screen available under the Invoice screen has been updated

to automatically include the ACC32 Number associated with the accident that the invoice is

being raised against.

You can also use the Invoice Annotation screen to enter the ACC32 number (purchase order

number) manually.

Important Note: When entering an ACC32 number manually, please ensure you indicate it is

an ACC32 number as shown below. This will enable ACC to easily identify the ACC32 Number

in the claim file sent to them.


EMPOWERING HEALTH

Claims Finalisation

Claims Grouped by ACC Vendor ID and Contract Number

An eSchedule claim file will be generated for each unique ACC Vendor ID and Contract

Number combination. When the claim is finally grouped together after Claims Finalisation,

each ACC Service claim will be grouped together based on the ACC Vendor ID associated

with the Income Provider and the Contract Number associated with the service.

The rules to associate ACC Vendor ID and Contract Numbers for each ACC service claim are

based on the following parameters:

During Claims Finalisation of ACC services, the ACC Vendor ID is determined based on the

Income Provider’s ACC Vendor ID available under Staff Setup. If this is not available, the

ACC Vendor ID available under Location Setup is used.

Similarly, if the ACC service has an associated Non-Regulatory Contract Number this will

used. If this is not available, the Regulatory Contract Number will be associated for the

service based on the Income Provider invoicing for the service.

A/C Holder Account Screen Changes

Module ► Accounts ► A/c Holder Account Screen

When finalising claims and viewing the A/c Holder Account screen, the Description grid

column on the A/c Holder Account screen will be modified to include the ACC Vendor ID and

Contract Number where applicable.

Potentially there will be claims from multiple providers under each claim file. The existing

Service Provider and Income Provider columns in the A/c Holder Account screen will be blank

if the claim is for ACC services.


EMPOWERING HEALTH

View Claim Screen Changes

Module ► Accounts ► A/c Holder Account Screen ► View Claim screen

If the claim is for ACC Services, then the Service Provider and Income Provider fields will be

hidden in the ‘View Claim’ screen under the Claim Header section and in their place ACC

Vendor ID and Contract Number will be displayed. These fields will be un-editable display-only

fields.

The Service and Income Provider details will instead be shown under the Claim Details grid as

new columns.

To filter the claims based on the providers, new Service Provider and Income Provider drop

down menus have been provided.

ACC requires a unique identifier to recognise each ‘claim’ within the claim file. To achieve this

a new Schedule Line Number column titled ‘SCH No’ representing each claim has been

added under the Claim Details grid.

There are no changes to the ‘Unfinalise Item’, ‘Transfer to Pat’ and ‘Transfer to A/C’ functions.

Note: An ACC claim file will contain a maximum of 200 claims.


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ACC eSchedule Claims Upload

Sending ACC Claims to ACC

Tools ► Message Transfer ► Electronic eSchedule Claims (ACC47e) screen

The transfer of ACC Claim files to ACC is performed manually from a new module titled

‘Electronic eSchedule Claims (ACC47e)’.

Progress of the upload is displayed including any errors encountered.


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If errors are encountered during the upload, a warning message will be displayed.

Connectivity to the ACC eGateway is necessary to upload ACC claims. If connectivity cannot

be obtained, then a warning prompt will be displayed.


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ACC eSchedule Claims Upload Status

Display of Status of Claims sent to ACC

Module ► Claims ► Claims Status Screen

A response message is received for each ACC claim file processed by the ACC eGateway.

The response message will indicate Success or Rejection and will be displayed in a new ‘Claims

Status’ module.

Clicking on the ‘Auto Preview Error Details’ icon will display the details of the error from

ACC as shown below.

The Remember Screen Position functionality is enabled for this screen and any changes made

will be remembered next time the same screen is opened again.

The Date Sent column of the Claim Status screen is enabled with the Sort functionality. This will

allow the display of claims in chronological order.

By default, the latest claim status will be displayed on top and the older ones at the bottom.

If the Date Sent column header is clicked then the claims will be displayed in reverse

chronological order with older claims on top and new ones at the bottom.


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Based on the error details displayed, the ACC Claims must be corrected and re-uploaded.


EMPOWERING HEALTH

Account Reconciliation Process

Automated Allocation of Payments via New Payment Screen

Module ► Accounts ► New Payment screen

The current automated allocation of payment allows payment directly to an individual

provider because all the claims will be for same provider in an ACC claim file.

However, with ACC eSchedule functionality the claim file will have claims from multiple

providers where the existing rules around allocation of payments automatically will not work.

For this reason some changes to the functionality have been made.

With ACC eSchedule functionality when the payment is allocated automatically by going to

the New Payment screen (opened from the A/c Holder Account screen) and selecting the

Provider and Income drop down menus as ‘Automatically Allocate’, the amount allocated

will go to the first provider (SCH No 1) in the claim file selected.

The details of how much money the provider who received the allocated full amount would

have to transfer to each provider in the claim file will be provided under a new ACC Specific

Transfer Report.

The Service and Income Provider columns will be blank in the New Payment screen.


EMPOWERING HEALTH

New ACC Claims Specific Transfer Report

Module ► Report ► Accounting ► ACC Transfers

A new Transfer Report will be available for displaying ACC claims related payment transfers

across different providers.

The Transfer Report will display how much money the provider who received the allocated full

amount would have to transfer to each provider in the claim file.


EMPOWERING HEALTH

For further information, or any other queries regarding the changes in this release, please

contact Medtech Support via one of the following options:

Medtech32 application [Help ► Contact Support]

Online Chat: www.medtechglobal.com

Email: [email protected]

Phone: 0800 2 MEDTECH (633 832)

http://www.medtechglobal.com/

mailto:[email protected]

Documents

Release Notes Medtech32 · 2016-07-15 · Also less common will be multiple Income Providers who share a Medtech Evolution system with no main organisation. ACC will provide separate